BOARD OF DIRECTORS MEETING, HeatherRidge Umbrella Association (HUA), June 23, 2009

These minutes have not yet been approved by the HUA Board.  Any corrections, additions, or deletions  will be made at the next regular HUA Board meeting prior to official approval.

President Todd Campbell called the meeting to order at 7:00 pm.  Present:  Todd Campbell, Sam Dent, Rick Francisco, Owen Hill, Paul Kelly, Linda Kirby, Jim Petkus, Terry Potash, and Jim Servis 

MAY 26, 2009 MINUTES:  Jim Petkus made a motion to approve the May 26, 2009 minutes, seconded by Sam Dent.  At vote, all aye, motion carried.

PRESIDENT’S REMARKS:  President Todd Campbell reminded residents to check on their neighbors during this dreadful heat and to protect themselves against West Nile and mosquito bites considering how wet it has been.

VICE-PRESIDENT’S REMARKS:  Jim Petkus thanked Paul Kelly for donating ten tiny willow tree saplings to HUA. 

TREASURER’S REMARKS:  Paul Kelly gave the Treasurer’s Report and detail.  Linda Kirby made a motion, seconded by Sam Dent, to receive and accept the Treasurer’s Report.  At vote, all aye, motion carried.

Treasurer's Report for May 31, 2009
UMBRELLA CASH POSITION	Totals 4/30/09	Operating 5/31/09	Reserves 5/31/09	Totals 5/31/2009	Change from Prev. Month
	$416,855.16	$39,321.27	$400,782.74	$440,104.01	$23,248.85
UMBRELLA OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$123,601.97	$123,663.59	($61.62)	$617,653.23	$618,317.95	($664.72)
Landscape	$75,414.18	$79,388.88	$3,974.70	$257,017.38	$283,394.96	$26,377.58
Security	$29,604.00	$30,963.38	$1,359.38	$112,962.42	$118,108.86	$5,146.44
Administration	$20,016.04	$22,344.39	$2,328.35	$89,607.95	$96,487.40	$6,879.45
Maintenance	$21,239.13	$26,526.29	$5,287.16	$122,781.36	$124,619.13	$1,837.77
Total Expenses	$146,273.35	$159,222.94	$12,949.59	$582,369.11	$622,610.35	$40,241.24
INCOME (LOSS)	($22,671.38)	($35,559.35)	$12,887.97	$35,284.12	($4,292.40)	$39,576.52
CRF CASH POSITION	Totals 4/30/09	Operating 5/31/09	Reserves 5/31/09	Totals 5/31/2009	Change from Prev. Month
CRF	$30,249.25	$9,450.92	$20,385.16	$29,836.08	($413.17)
CRF-Clubhouse	$19,975.94	$19,202.98		$19,202.98	($772.96)
Golf	$38,763.70	$66,500.02	$6,789.53	$73,289.55	$34,525.85
TOTALS	$88,988.89	$95,153.92	$27,174.69	$122,328.61	$33,339.72
CRF & CLUBHOUSE OPER INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$10,629.57	$13,427.99	($2,798.42)	$56,684.98	$64,064.95	($7,379.97)
EXPENSES	$12,220.94	$15,489.37	$3,268.43	$57,360.18	$61,622.61	$4,262.43
INCOME (LOSS)	($1,591.37)	($2,061.38)	$470.01	($675.20)	$2,442.34	($3,117.54)
CBRC CASH POSITION	Totals 4/30/09	Operating 5/31/09	Reserves 5/31/09	Totals 5/31/2009	Change from Prev. Month
	$63,199.19	$10,441.62	$40,325.44	$50,767.06	($12,432.13)
CBRC  OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$2,653.03	$2,569.68	$83.35	$12,949.64	$12,848.40	$101.24
EXPENSES	$3,166.67	$2,588.70	($577.97)	$14,622.50	$12,658.50	($1,964.00)
INCOME (LOSS)	($513.64)	($19.02)	($494.62)	($1,672.86)	$189.90	($1,862.76)
HHRC CASH POSITION	Totals 4/30/09	Operating 5/31/09	Reserves 5/31/09	Totals 5/31/2009	Change from Prev. Month
	$46,118.85	$4,882.24	$37,458.16	$42,340.40	($3,778.45)
HHRC  OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$3,848.74	$3,800.33	$48.41	$19,047.68	$19,256.65	($208.97)
EXPENSES	$4,126.38	$4,780.39	$654.01	$13,516.29	$16,013.20	$2,496.91
INCOME (LOSS)	($277.64)	($980.06)	$702.42	$5,531.39	$3,243.45	$2,287.94
SBCRC CASH POSITION	Totals 4/30/09	Operating 5/31/09	Reserves 5/31/09	Totals 5/31/2009	Change from Prev. Month
	$41,643.23	$19,239.39	$24,440.69	$43,680.08	$2,036.85
SBCRC  OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$1,969.82	$1,919.22	$50.60	$9,746.87	$9,596.10	$150.77
EXPENSES	$2,140.59	$2,564.00	$423.41	$6,797.78	$8,299.00	$1,501.22
INCOME (LOSS)	($170.77)	($644.78)	$474.01	$2,949.09	$1,297.10	$1,651.99

MANAGEMENT REPORT:  A Management Report was submitted in writing and was available to the audience.  Bob Marcus noted the security and keycard system is fully installed and functional.  Bob Marcus was asked to look into using a loaner or rental car as a security vehicle instead of an HUA truck while we wait for the security vehicle to be delivered (delays by GMC financial woes).  It was noted that there has been swimming pool vandalism (kids cramming objects into the intake and output vents), residents are asked to report any acts of vandalism immediately as repair is very expensive and the pools may be shut down for days at a time.  Several items from the report will be discussed during committee reports and new/old business.  Paul Kelly made a motion to receive and accept the Management Report, seconded by Sam Dent.  At vote, all aye, motion carried.  The Management Report follows these minutes in the HeatherRidge Happenings.

STANDING COMMITTEE REPORTS:

Architecture and Maintenance Committee.  No formal report or motion required.  

Audit Committee:   Paul Kelly did not have a formal report.  The audit firm is starting the data collection process.

Finance Committee:  Paul Kelly presented his Financial Committee Report from the June 18, 2009 meeting.  The financial reports were reviewed and there is a list of issues Bob Marcus will coordinate to prepare for the 2010 budget meetings.  A vendor has been measuring the CRF parking lot for maintenance and striping.  They may be asked for a quote on preventive maintenance for roads.  Jim Petkus made a motion to approve the Finance Committee Report, seconded by Owen Hill.  At vote, all aye, motion carried.    

Golf and Tennis Committee:   The weather has impacted the golf season, but May greens fees were above projection.  Irrigation heads have been replaced, the golf course has been fertilized, and some pin-holes in the Cabana awning will be repaired.  The awning may need replacement in a year or two.  The fence at the golf maintenance building has been power-washed and sealed.  A board member noted that work done by the HUA Maintenance Department should be charged back to Golf Visions.  Paul Kelly made a motion to approve the Golf Committee Report and the GV Financial Reports, seconded by Linda Kirby.  At vote, all aye, motion carried.

Landscape Committee:  No formal report or motion required.  Terry Potash has been appointed to Chairman of the Landscape Committee.  Grass clipping complaints regarding air conditioners, siding, and patios were discussed.  Bob Marcus will discuss with the Landscape Department.

Ponds Committee:  No formal report or motion required.

Recreational Activities Committee (RAC):  The signs for the main entranceways at HeatherRidge Drive and Colby/ Gages Lake Road were discussed.  Multiple vendors have varying styles available, we may be able to refinish the existing signs and replace the laminated display areas.  There is a wide range in pricing, more investigation will be done before a recommendation is presented to the HUA Board.  Liquor purchasing policies were discussed and there may be an advantage to purchasing from the bulk orders of Golf Visions rather than having to buy by the case (minimum) for liquor that is not in high demand at the Waterfall Lounge.  Sam Dent will work with the Golf Committee and the Golf Visions Manager.  Paul Kelly made a motion to approve the RAC Report, seconded by Linda Kirby.  At vote, all aye, motion carried.

Security Committee:  Linda Kirby noted that we are still waiting for delivery of the new squad car.  The issue of garage access using buttons that are installed on some communal garages is still a concern.  It will be brought up at the Homeowner Association President’s meeting on June 25, 2009.  No formal report or motion required. 

Tax, Legislation, Law, Contracts, Insurance and Special Issues (TLLCISI):  Committee met on June 11, 2009 and items of discussion included open house signage, status of HUA property tax, contracts, and Neighborhood Committee purchasing policies.  Open house signage will be revisited (business items later in meeting) and the committee recommendations must be refined and presented at the next HUA Board meeting.  Linda Kirby made a motion to approve the TLLCISI Committee Report, seconded by Sam Dent.  At vote, all aye, motion carried.

Welcoming Committee:  The June 9, 2009 meeting welcomed thirteen new residents.  The next regular meeting will be held July 14, 2009.

OLD BUSINESS: 

Review of Bank Line-of-Credit Proposals.  Paul Kelly noted that we are in negotiations with several banks for roadway paving line-of-credit.  Specifics will be discussed in Executive Session following the regular meeting.

Engineering Proposal Review for the Hidden Hills Recreation Center Structural Issues (enclosures).  Three engineering companies have submitted quotes for the review and analysis of potential structural problems at the Hidden Hills Recreation Center (HHRC).  Of the bidders, Building Technology Consultants (BTC) was selected to provide consultation and evaluation of the HHRC structure.  Jim Petkus made a motion that the HUA Board approve the proposal from BTC for the HHRC structural engineering evaluation, not to exceed $1,200, seconded by Paul Kelly.  It is expected that the evaluation will take place within the next two weeks.  At vote, all aye, motion carried.  A purchase order will be issued.

NEW BUSINESS:

Non-refundable Fee for Usage of Neighborhood Recreation Centers.  The HHRC Neighborhood Committee has recommended that a nonrefundable $15 fee be instituted with recreation center reservations.  The StoneyBrook/ Cambridge neighborhood already has a $10 fee in place, and the Covered Bridge neighborhood will be making the usage fee recommendation to the HUA Board in the near future.  Paul Kelly made a motion to uniformly require a $15 usage fee for residents reserving their neighborhood recreation center to be deposited in a maintenance and upkeep account for each neighborhood, seconded by Owen Hill.  There was discussion and determination that the motion should wait for the official recommendation by the Covered Bridge Neighborhood Committee.  At vote, all nay, motion failed.  Terry Potash suggested that the fee be $10 as currently collected by SBCRC.  Decision will be made at the July 28, 2009 HUA Board meeting.  A memo will be sent from Bob Marcus to each Neighborhood Committee with this information.

Open House Signage.  Terry Potash made a motion that an amendment be made to the HUA Resident Rules and Regulations to allow open house signs to be displayed at main intersections within HUA, directing visitors to specific streets and houses for sale, seconded by Linda Kirby.  There was considerable discussion as these changes would affect all neighborhoods and housing styles.  The issue will be a monumental task to manage and regulate: times of showing, days of week/number of days monthly allowed, actual signage information and size, locations (common areas), permission/registration with Security or HUA, presence of realtor or owner during open house, sign removal, and other problems.  It is recommended that the details and determinations be returned to the TLLCISI Committee to narrowly define the specifics of a change amendment and what could be allowed for open house signage.  The StoneyBrook neighborhood is already allowed to display “For Sale” or open house signs on their personal plat of property, other neighborhoods are considered common property and do not allow any signage.  Terry Potash withdrew his motion, withdrawal seconded by Linda Kirby.  The Architecture Committee will also participate in the discussions and recommendations.

OPEN DISCUSSION FOR HOMEOWNERS:

Kay Maier of the Covered Bridge condo neighborhood requests attention to a work order she has submitted for the 930 Taylor Drive front entrance and area near her balcony for overgrown bushes and exposed root systems.  Bob Marcus will review the work order and work with Landscape to remedy.

Joan Karkow, Chairperson of the HHRC Neighborhood Committee noted that their neighborhood supports over 450 units and has high usage in the HHRC.  They encourage the imposition of the $15 usage fee and support the official recommendation from the Covered Bridge Neighborhood Committee. 

Cris Mekuly of the Hidden Hills neighborhood requested clarification on issuing new residents (who moved in after the last Welcoming Committee meeting) temporary passes to use the HHRC and pool.  The issue will be discussed with the Security Committee, Security Department, and the Community Manager.  

Elaine Stein of the Covered Bridge condo neighborhood thinks the open house signs would be very intrusive

and probably located on every intersection within HUA.  Property values are already at an all-time low and this will further degrade property values and the presentation of our beautiful property.  She further noted that the

car dealer who cannot meet his delivery schedule should be assisting in a loaner or rental car for the Security Department.  Frances Fletcher of that neighborhood agreed with this opinion.

Cathy Hawkins of the CRF Clubhouse gave further explanation of the sign options and vendors who are quoting on the different types of signage.  More estimates and recommendations will be forthcoming.

Paul Kelly made a motion to adjourn the meeting, seconded by Linda Kirby; at vote, all aye, motion carried.

Adjournment at 8:28 pm.                                                                                      Next Meeting – Tuesday, July 28, 2009